This tab allows you to provide general information on the payroll calculation such as currency of payroll, pay period, department, and the entity whose employees are included in this document.
The "Payroll Calculation (create)" form. The Main tab
In the Department field, select the department for payroll calculation. If the selected department has any subdivisions, the document will include employees from all the nested structure. If you need to create one document for multiple departments, use the Settings button to move the Department field as a column to other tabs.
<Auto> in the Number field, indicates that a unique code will be assigned to document when you save it. You can edit this field if needed. The From field is populated with the current date, which you can change if needed.
In the Entity field, select the legal entity of your company for which this document is created. The Entity field is available if the Multi-Company Accounting option is selected on the Administration > Settings > General Settings form. The default entity for all users can be selected on the Accounting > Master Data > Entities form. Also, you can specify your personal default entity, for details refer to Personal Settings.
In the Registration Period field, select the pay period for which employee compensation will be calculated.
By default, the Currency field is populated with the national currency (Administration > Settings > Money). You can change the currency of the payroll if needed.
Note. The document will be populated only with accrual and deduction types, loans and benefits defined in the selected currency in in Employment Contracts and Employment Contract Changes (if any).
In the Comment text box, you can provide any additional information that is relevant to this payroll calculation.
The document totals and other Information
At the bottom of the form, the Accrued field shows the amount calculated automatically as the sum of all accruals (in the specified currency) listed in the document for the listed employees, for the pay period.
The Deducted field shows the total amount to be deducted from the sum of employee accruals; the deduction amount is calculated automatically as the sum of all deductions listed in the document for the listed employees. Generally, the deductions are those listed in the in Employment Contracts and Employment Contract Changes of the employees; however, if the Enable Payroll Deductions option is selected on the Administration > Settings > HR and Payroll form, you can add other deductions based on such documents as Invoice Received or Employee Business Expenses.
The Taxes and Contributions Payable by Entity field shows the amount of taxes and contributions paid by the entity for the listed employees.
The Taxes and Contributions Withheld field shows the amount of taxes and contributions paid by the listed employees to the Tax Agency through the entity. Both these fields are available if the Payroll Taxes and Contributions Accounting functional option is selected on the Administration > Settings > Taxes form, and if Payroll Taxes and Contributions Payer check box is selected in this entity's master record on the Taxes tab of the Accounting > Master Data > Entities form.
The Provisions field shows the amount of benefit accumulated for the employee.
The Total amount is calculated automatically based on the accrual amounts shown in the Accrued, Deducted, and Taxes and Contributions Withheld fields and will be paid to the employees listed in the document.
Also, at the bottom of the form, you can view who created the document and the current status of the document, which can be one of the following:
- New (document was created, but not recorded)
- Not Posted (document was recorded, but not posted)
- Posted (document was posted)
- Marked for Deletion (document was marked to be deleted)
The toolbar buttons
Use the Fill button to populate the document with the data. On the Accruals and Deductions tabs, a list of employees of the selected department with department's subdivisions will be compiled. All the employees of the department who worked at least one day during the pay period will be listed. Also. information about changes in contracts will be applied. For each employee, only the accruals and deductions in the specified currency will be included. The worked time is calculated based on the work calendars, work schedules, and time sheets. On the Loans tab, the data on employee loans in the specified currency which are being repaid by deductions will appear. The Provisions tab will be populated with data on employee benefits in the selected currency.
If, after you edited the document, you want to cancel the edits, click the Fill button again – the manually entered data will be removed.
To initiate calculation of pay amounts, click the Calculate button. Calculation of earned amounts is performed according to definitions of accruals and deductions, excluding vacation and sick leave days if any. Automatic calculation is not performed for rows marked for manual calculation (with check boxes selected in the column with a pencil icon as a heading ) on the Accruals and Deductions tabs).
Click the Settings button if you need to change the position of the Department attribute in the document: you can use it as a field on the Main tab to appear in the document header or you can move it as column to other tabs to appear in document lines.
The Document Settings dialog box
Click OK to save the selection and close the dialog box.
After filling out the form, click the Save button to save your work, or click Post to save and post the document, or the Post and close button to save, post it, and close the form.
Once the document is posted, you can create a payroll sheet for this payroll calculation. Click the Generate button and select Payroll Sheet.
For other button descriptions, refer to Document toolbar.